Warning Letters - Assistant Registrar Portal

1st Warning Letter Processing

Upon receiving and verifying QPF-REG08, AR proceeds to process warning letters.

1. Extract student details

📂 Access Student Data →

2. Fill in Student Details in Master Data Table

according to warning level

📊 Access Master Data Table →

3. Save a copy of the Master Data

Save a copy to your local disk (laptop) and proceed with letter processing below.

4. Select the relevant template letter for the programme

📂 Access 1st Warning Letters Template →

5. Open in App → Click Yes

6. Click on Mailings tab

7. Select relevant students via Next button

8. When found, click Finish & Merge button

💡 Tip: Select the "Current Record" option to generate individual letters for each student. This eliminates the need to manually separate them later when distributing to students.

9. Transfer the finished Word document

Transfer accordingly and share it to Academic Manager (allow editing)

📂 Access 1st Warning Letters Folder →

2nd Warning Letter Processing

Upon receiving and verifying QPF-REG08, AR proceeds to process warning letters.

1. Extract student details

📂 Access Student Data →

2. Fill in Student Details in Master Data Table

according to warning level

Access Master Data Table →

3. Save a copy of the Master Data

Save a copy to your local disk (laptop) and proceed with letter processing below.

4. Select the relevant template letter for the programme

📂 Access 2nd Warning Letters Template →

5. Open in App → Click Yes

6. Click on Mailings tab

7. Select relevant students via Next button

8. When found, click Finish & Merge button

💡 Tip: Select the "Current Record" option to generate individual letters for each student. This eliminates the need to manually separate them later when distributing to students.

9. Transfer the finished Word document

Transfer accordingly and share it to Academic Manager (allow editing)

📂 Access 2nd Warning Letters Folder →

3rd Warning Letter Processing

Upon receiving and verifying QPF-REG08, AR proceeds to process warning letters.

1. Extract student details

Access Student Data →

2. Fill in Student Details in Master Data Table

according to warning level

📊 Access Master Data Table →

3. Save a copy of the Master Data

Save a copy to your local disk (laptop) and proceed with letter processing below.

4. Select the relevant template letter for the programme

📂 Access 3rd Warning Letters Template →

5. Open in App → Click Yes

6. Click on Mailings tab

7. Select relevant students via Next button

8. When found, click Finish & Merge button

💡 Tip: Select the "Current Record" option to generate individual letters for each student. This eliminates the need to manually separate them later when distributing to students.

9. Transfer the finished Word document

Transfer accordingly and share it to Academic Manager (allow editing)

📂 Access 3rd Warning Letters Folder →

4th Termination Letter Processing

Upon receiving and verifying QPF-REG08, AR proceeds to process warning letters.

1. Extract student details

📂 Access Student Data →

2. Fill in Student Details in Master Data Table

according to warning level

📊 Access Master Data Table →

3. Save a copy of the Master Data

Save a copy to your local disk (laptop) and proceed with letter processing below.

4. Select the relevant template letter for the programme

Access 4th Termination Letters Template →

5. Open in App → Click Yes

6. Click on Mailings tab

7. Select relevant students via Next button

8. When found, click Finish & Merge button

💡 Tip: Select the "Current Record" option to generate individual letters for each student. This eliminates the need to manually separate them later when distributing to students.

9. Transfer the finished Word document

Transfer accordingly and share it to Academic Manager (allow editing)

📂 Access 4th Termination Letters Folder →

Academic Disciplinary Consequences

️ IMPORTANT REMINDER: Always liaise with the Welfare Officer whenever a student receives a warning letter or is terminated.

1st & 2nd Warning Letter

→ 1 month of allowance withheld

3rd Warning Letter

→ 3 months of allowance withheld

→ Meeting with parent and student for final signing of agreement to adhere to school academic policies (attendance)

4th Warning Letter (Termination)

→ Student is terminated

→ Must repay all allowance received until the date of termination

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